Grant Final Report
This page provides critical information, tips, and resources to help grantees complete their final report.
More details are below but as always, feel free to contact the Grants team via the Support Desk.
What is a Final Report?
The Final Report is a form that all HAA grantees are required to complete by the date listed in their grant contract.
It is the last step in the grant process, used to demonstrate you have fulfilled all deliverables within your contract.
Grantees must submit a completed final report in order for HAA to process their last grant award payment. After a final report is approved, final payments are made to grantees within 30 days.
Key Guidelines for Preparing a Final Report
Grantees should keep in mind these key guidelines during their grant term and as they prepare their final report:
1. Cultural Events Calendar
Grantees must present their work via a public event and post this event to the Cultural Events Calendar.
Remember, to complete your final report, you are required to include a URL link to the calendar event you posted.
2. Marketing Materials
Grantees must upload an example of marketing materials (photograph with caption, publication, promotional material, flyer, brochure, program, postcard, announcement, press release, press clipping, etc.) crediting support from the City of Houston and Houston Arts Alliance.
Proper crediting includes listing the City of Houston and HAA logos (downloadable here, new 2024 logo coming soon!) and the following message on your marketing materials:
This [project title, event name, organization name, or individual artist name] is funded in part by the City of Houston through Houston Arts Alliance.
3. Financial Documentation
The final report also requires grantees to list grant expenditures. You will NOT be required to upload corresponding documentation, but you must retain these documents for at least three (3) years and make them available upon request by Houston Arts Alliance or the City of Houston.
4. Photograph
Grantees must upload at least one photo from the funded work that can be used by Houston Arts Alliance or the City of Houston for arts and cultural advocacy and promotion.
Use the following format to name your images so that we can give you credit.
[Artist Name], ‘[Title of Artwork/Play/Performance]’ directed by [Director's Name], cast (from left to right) [Cast Names], [Year], [Photographer Name]. [Venue Name], [Location].
For conciseness by use Courtesy of (Name of Artist/ Name of Organization) for ALL web materials.
Refer to your grant agreement for more details.
SUBMITTING THE FINAL REPORT
Each grant program has a specific link where grantees must submit their Final Report. Scroll down to find your grant program and click the link to get started on your Final Report.
Support for Organizations (SO)
The final report will be available under the Application Dashboard in the online grant portal.
Click on the “Reports Due” icon. This will take you to your report summary.
You can refer to your original grant proposal by selecting the application also in your Application Dashboard.
Festival (FG)
The final report will be available under the Application Dashboard in the online grant portal.
Click on the “Reports Due” icon. This will take you to your report summary.
You can refer to your original grant proposal as needed by selecting the application, also located in your Application Dashboard.
Support for Artists and Creative Individuals (SACI)
For 2019 SACI grantees:
The final report form is located on Submittable.
Log in to the prior grant management system to access your original submission for reference, if needed.
For 2020 - 2022 SACI Grantees:
The final report will be available under the Application Dashboard in the online grant portal.
Click on the “Reports Due” icon. This will take you to your report summary.
You can refer to your original grant proposal as needed by selecting the application, also located in your Application Dashboard.
Let Creativity Happen! (LCH) and Let Creativity Happen! Digital (LCHD)
For 2019 LCH and 2020 LCHD grantees:
The final report form is located on Submittable.
When you log into your account, you can access your application submission for reference, as needed.
For 2021 - 2022 LCH and LCHD grantees:
The final report will be available under the Application Dashboard in the online grant portal.
Click on the “Reports Due” icon. This will take you to your report summary.
You can refer to your original grant proposal by selecting the application, also located in your Application Dashboard.
City’s Initiative (CI)
The final report will be available under the Application Dashboard in the online grant portal.
Click on the “Reports Due” icon. This will take you to your report summary.
You can refer to your original grant proposal by selecting the application located in the Application Dashboard.
GRANTEE RESOURCES
If you have any questions, reach out to the Grants staff through our Support Desk.
Below are some additional informational resources.
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Grants are provided by local Hotel Occupancy Taxes in support of the encouragement, promotion, improvement, and application of the arts and the enhanced tourism and benefit to the convention and hotel industry that results from Houston’s growth as an arts and culture destination. Houston Arts Alliance will, in collaboration with recipients of this grant, work to highlight the impact of grantee work on Houston’s creative identity*, its tourism, and the hotel and convention industry.
*Creative Identity: the unique characteristics that make up the arts landscape in any community: creators (individuals/organizations) and the authentic arts experiences they create.
Grantees will be asked, in 2 to 3 sentences, to describe how their work contributes to Houston’s creative identity as a unique arts and culture destination that would appeal to residents and entice tourists to come experience Houston’s arts landscape. This could include:
• Innovative approaches to delivering artistic expression that could be highlighted for their inventiveness.
• Unique partnerships that could be promoted as filling a multi-day arts experience.
• Work that highlights the cultural authenticity of an overlooked community that would be intriguing to both residents and tourists alike.
• Arts experiences that have proven to be attractive to tourists in other cities/communities.
HAA will use this information to:
• Promote local creative opportunities outside the local area;
• Promote local creative opportunities to local hotels and their staff;
• Seek inclusion in widely distributed publications and;
• Determine immediate versus progressive impact on tourism and the hotel and convention industry.
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For grants funded with Hotel Occupancy Tax, funds may not be used for activities, programs or events or their administrative costs that are not consistent with the intent of the Hotel Occupancy Tax as defined in Sections 351.101(a)(4-5), 351.101(b) and other applicable sections of the Texas Tax Code.
Additionally, Houston Arts Alliance grant funds may not be used for:
1. Existing deficits, loans, interest on loans, fines, penalties, or costs of litigation.
2. Projects or events that are extensions of training ( i.e. academic programs, conferences, classes, and workshops).
3. Costs related to performances or programs already funded by Hotel Occupancy Tax (through the Houston Arts Alliance, Miller Outdoor Theatre, Houston Museum District Association, or Theater District Improvement Inc.)
4. Scholarships or cash prizes.
5. Any activities taking place outside of the City of Houston limits, including any activities taking place in extrajudicial territories.
6. Benefits, galas, and projects planned primarily for fundraising.
7. Faith-based organizations using funds for:
• Projects or activities which have a primary purpose that is religious.
• Arts programming that exists as part of religious sermons or services.
8. Purchase of equipment (except rental costs directly affiliated with the funded project or program).
9. Capital building expenses.
10. Meals, refreshments, and/or catering expenses.
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